[Hiring] Senior Administrative Assistant @Florida Virtual School

Role Description

The Senior Administrative Assistant, Sales Travel and Events will support FlexPoint leadership and Sales Team members with end-to-end travel coordination, expense management, and regional conference/event registration. This position will manage the implementation of travel workflows, support team members in complying with Florida State Statute and FLVS travel policy, track travel budgets, and facilitate vendor registration and processes for regional conferences and field events. The Senior Administrative Assistant will work in a fast-paced environment that requires balancing multiple priorities.

• Coordinate travel and regional event and conference planning, including air, hotel, ground transportation, and ancillary travel per policy.
• Optimize itineraries for cost, time, and safety; monitoring disruptions (delays/cancellations) to proactively reschedule travel or events as needed.
• Partner with the internal Expense Team, as well as the organization's travel agency, as needed.
• Support staff compliance with FLVS travel and expense policies and procedures; elevate receipt or documentation concerns to leadership.
• Track travel and event/conference budgets by team and team member to produce monthly dashboards on spending and average cost per trip.
• Collaborate as necessary with Finance regarding reimbursements, PCard support, and required timelines.
• Support conference registration workflows including, timeline, approvals, travel blocks, marketing requests, housing, and shipping deadlines.
• Coordinate with Sales, Marketing, and others as needed for pre-event planning and post-event tasks; support pre- and post-conference tasks.
• Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, and demonstrating respect for others.
• All work responsibilities are subject to having performance goals and/or targets established.

Qualifications

• Associate’s degree; or equivalent combination of education and relevant experience.
• Three (3) years of high-level administrative support or executive assistant experience, preferably in the government or school district sector.

Requirements

• Knowledge of the department assigned, preferred.
• Knowledge of database systems for data retrieval.
• Excellent organizational skills such as scheduling, filing, making reservations, and preparing materials on a timely basis; provides follow up and documentation.
• Advanced proficiency in various technical applications most commonly used at FLVS, including but not limited to, Microsoft Office applications (Word, PowerPoint, Excel, Sharepoint), and the telephone system.
• Possess strong attention to detail.
• Strong interpersonal and customer service skills.
• Ability to work with/for staff and customers to meet deadlines.
• Professional written and verbal communication skills.
• Utilizes a wide variety of reference, descriptive, and/or advisory resources.
• Ability to handle multiple tasks simultaneously.

Benefits

• Competitive salaries.
• A well-rounded benefits package.
• Generous paid time off (including 25 holidays, vacation, and sick leave).
• An array of professional development opportunities.